Should the successful applicant be a Unifor Unit 1 bargaining unit member, who meets the eligibility conditions of Article 19.02 of the Unifor Unit 1 Collective Agreement, then the Limited Term Assignment will be defined as a Career Growth Opportunity in accordance with Article 19 of the Unifor Local 5555 Unit 1 Collective Agreement.
Program Administrator
JD 0752
Unit/Project Description: The Postgraduate Medical Education (PGME) Office is a dynamic office that supports more than 60 residency programs, over 200 fellowship programs, and more than 1,300 medical trainees at McMaster University. We are seeking a Program Administrator to provide exceptional administrative leadership, guidance, and support to residency programs and trainees throughout the residency training lifecycle, from admission to completion of training. Working collaboratively with other Residency Program Administrators and the broader Resident Administration team.
The successful candidate will be responsible for a specialized portfolio that includes coordinating resident onboarding and registration, transfer applicants, supporting PGME wide events and contributing to cross-functional resident administration activities. The role requires a high degree of accuracy, organization, and attention to detail while maintaining trainee records, supporting communications and workflow processes, and ensuring compliance with PGME policies and procedures.
Additional responsibilities include facilitating onboarding international residents, obtaining work permits when required, preparing and tracking Letters of Appointment, maintaining accurate trainee records through MedSIS responding to inquiries. The position involves regular collaboration with residency programs, the College of Physicians and Surgeons of Ontario (CPSO), resident paymasters, and various internal and external stakeholders to ensure compliance, effective communication, and exceptional support for residents and training programs.
Job Summary: Accountable for developing, implementing, and maintaining the efficient operation of an academic program or department. Responsible for providing overall administrative direction including coordinating all aspects of the program such as curriculum administration, implementation, promotion, recruitment, admissions, resource management, and financial management. Requires independent decision making within a delegated area of authority and the exercise of leadership in the management of support services.
Purpose and Key Functions:
- Provide administrative direction regarding the goals and objectives of the program by examining, reviewing, and assessing long-term and immediate needs.
- Identify and analyze problems with the program and prepare recommendations for review and approval by the program Director.
- Collect, analyze, assess, and summarize information relevant to the decision making process and develop recommendations for final approval and implementation.
- Advise registered and prospective students of program options and requirements which requires maintaining knowledge of course and program curriculum.
- Counsel students to ensure that they understand that course and program selections adhere to established academic, prerequisite, and graduation requirements.
- Assess student priority for limited registration in courses and provide suitable alternatives to meet degree requirements.
- Provide students with information regarding program policies and information about program requirements.
- Use existing admissions criteria to assess program applications and determine which applications are declined admissions and which are eligible for acceptance.
- Review and evaluate academic records to ensure students are eligible to continue in and graduate from the program.
- Investigate questions and resolve problems concerning program, curricula, and admissions.
- Act as a mediator between faculty and students when dealing with various issues, including but not limited to, special accommodations, scheduling conflicts, grades.
- Gather and compile information required for a variety of documents and reports, including but not limited to, program accreditation, enrolment, and degree audits.
- Develop estimates of time, resources, and budgets for various program activities and events.
- Develop the program budget for review and approval.
- Implement and maintain the program budget. Create financial projections and makes adjustments to the program budget throughout the fiscal year.
- Exercise appropriate controls, monitor, and reconcile accounts.
- Develop marketing and advertising brochures for a variety of purposes, functions, and events.
- Promote the program to visitors and representatives both internal and external to the University.
- Represent the program at various recruitment events.
- Create content for the program website. Update information and maintain the website.
- Survey and monitor academic programs offered by competing institutions and conduct research into pedagogical practices.
- Conduct student surveys to ensure that academic programmes are meeting the needs and objectives of both the student and the program.
- Prepare and deliver presentations.
- Facilitate meetings with, including but not limited to, program stakeholders and student groups.
- Plan and coordinate arrangements for annual events and meetings.
- Source pricing information and independently makes decisions regarding the purchase of equipment and supplies for the program.
- Input financial and other information required to process payroll.
- Update and maintain student records and databases.
Requirements:
- Bachelor's degree in a relevant field.
- Requires a minimum of 3 years of relevant experience.
Assets:
Experience working with postgraduate medical residents and facilitating processes and administration required to support training.
Experience planning, coordinating, and implementing the execution of multifaceted events involving residents, fellows, and university services.
Additional Information:
Position Requirements:
- Demonstrated experience and comprehensive knowledge of Postgraduate Medical Education (PGME) programs.
- Administrative experience related to residency training such as interpreting, applying, and administering PGME policies and workflows.
- Proven experience registering residents and processing administrative and payroll-related changes, including resident level changes, transfers, leaves of absence, waivers, training extensions, and dismissals.
- Experience collecting, collating, verifying, and accurately entering data into spreadsheets, databases, and student information systems while maintaining a high level of attention to detail and data integrity.
- Experience updating trainee information and communicating changes to the Ministry of Health, hospitals, university stakeholders, and external partners.
- Demonstrated experience planning, coordinating, and executing complex events and activities involving trainees (i.e. orientation, registration, etc.).
- Working knowledge and experience responding to inquiries from medical trainees, faculty members, hospital partners, and internal and external program stakeholders.
- Experience updating, maintaining, validating, and auditing data across multiple systems, including MedSIS, ensuring records are complete and accurate.
- Experience gathering, compiling, and processing information required to support hiring, appointment, and payment-related activities.
- Working knowledge and experience preparing and compiling data and supporting documentation for reports, schedules, and program-related initiatives, including resident schedules and compensation-related processes.
- Proven ability to collect, analyze, assess, and summarize information to support decision-making and develop recommendations for review, approval, and implementation.
- Exceptional attention to detail with strong analytical and problem-solving skills.
- Demonstrated ability to manage a high volume of work while maintaining accuracy, organization, and a strong commitment to service excellence.
- Ability to work effectively in a dynamic environment with competing priorities, changing demands, and strict deadlines.
- Proven ability to handle sensitive and confidential information with a high degree of professionalism, discretion, and confidentiality.
- Excellent interpersonal, verbal, and written communication skills, with the ability to build and maintain positive working relationships with diverse stakeholder groups.
- Demonstrated ability to work independently and collaboratively within a team environment, including interactions with residency programs, the College of Physicians and Surgeons of Ontario (CPSO), and other Canadian medical schools.
- Advanced proficiency with Microsoft Office Suite, including Excel, Word, Outlook, and PowerPoint.
- Experience using MOSAIC, MedSIS, and/or similar finance, human resources, or student information management systems.
We thank all applicants who are interested in the position – only those selected will be contacted for an interview.
